Executive Assistant
Noor Bank
Total years of experience :14 years, 4 Months
Manage, coordinate and maintain calendar of COO including appointments, meetings and travel.
Ensure meetings with DR’s occur on time on a monthly basis.
Responsible for organising of internal and external meetings on behalf of the COO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
Organize and maintain archive system and electronic filling and arrange easy access for documents in a confidential manner.
Responsible for organising COO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling.
Preparation of Expense reports / claims for COO upon return from business trips.
Monitor and respond to incoming communications (including complaints) to COO’s office including phone calls, emails and walk ins, ensuring correct department distribution.
Manage the Calendar and identify /prioritize meetings as per availability and importance.
Manage all Ultimas approvals on a timely manner as delegated.
Provide information and assistance to clients/visitors in a courteous manner and with sensitivity to diversity of multicultural clientele.
Ensure all relevant communication arising from COO’s office is cascaded down to concern staff.
Follow up on various office issues liaising with other departments to ensure smooth and timely implementation of objectives.
Plan/organize and implement events such as meetings, business luncheons, or client dinners.
Acting as the point of contact and facilitate internal and external communication between His Highness and business or multiple individuals.
Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate HH ability to effectively lead his office.
Manage, coordinate and execute all aspects of protocol support for the Royal’s senior leadership and their guests
Provide administrative support for the senior leadership which includes maintaining records and filing of important reference documents of high confidentiality.
Handle and maintain His Highness’s canlendar, internal and external phone calls, emails and correspondence
Coordinate H.H domestic and international travel arrangements, hotel bookings and transportation
Engage strategic and sensitive issues, and create long-term diplomatic relationships
Development of diplomatic relationship and provision of assistance
Communicating new business developments and project objectives to prospective investors.
Provide various logistical assistance in different occasions when required
Determine project objectives and follow up progress, troubleshoot problems & making adjustments accordingly.
Plan and organize business meetings and events and provide logistical services when required.
Preparing client project proposals and other new business proposals
Undertaking client work as required to meet the needs of the business
Allocate work areas for the crew leaders and ensure that each crew leader has the capability of handling assigned work area and carry out their tasks efficiently.
Follow up individual activities in respect of crew leaders and ensure balanced response across the Emirate of Sharjah as per standards procedures.
Oversee workflow in terms of Admin Standpoint and Management Control Framework.
Prepare and analyze wide range of reports and relevant information to monitor actual performance against results and adjust its course as needed.
Review performance and closely monitoring progress, productivity and achievements to ensure optimization of field work activities In order to meet the Census Program Objectives.
Follow up the historical data related to the way enumerators where changing in order to set informed financial targets.
Provide Senior Management with integrated reporting in order to provide better information for planning, forecasting and resource management
Ensure that all assignments are completed the within the determined timeframe and benchmarks and updated the system as per policy and protocol.
Manage project team according to the established policies and practices of the organization
Define the scope of the project in collaboration with senior management
Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project
Determine the resources (time, money, equipment, etc) required to complete the project
Develop a schedule for project completion that effectively allocates the resources to the activities
Review the project schedule with senior management and all other staff that will be affected by the project activities; revise the schedule as required
Ensure that the project deliverables are on time, within budget and at the required level of quality
Ensure that all financial records for the project are up to date
Set up files to ensure that all project information is appropriately documented and secured
Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project
Completes a broad variety of administrative tasks including: managing an extremely active calendar of appointments.
Provide a bridge for smooth communication between the management office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Prioritizes conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Prepare project expense sheet and travel statements and submit for approval.
Monitor submission of staff member’s weekly timesheets and assist to enter weekly time charges for subcontractors.
Preparation and submission of RFP/RFI with respect of date and time limit provided by the client.
Support and Maintain accuracy of the project staff calendar and update in daily bases and distribute accordingly.
Prepare travel and hotel bookings of the Managing Director and online check in.
Prepare Travel Expense Reports of the Managing Director and submit for approval.
Submit and approve Managing Director’s time sheet in weekly bases.
Enter necessary data, meeting schedules and flight arrangements in the Managing Director’s outlook.
* Assist in establishing, maintaining document register and distribution matrix for each project.
* Coordination of all engineering & project works with Project Engineers & Engineering Dept. inline with Design, Subcontractor and Vendor Documentation.
* Create pipeline entries (prospect/opportunity/lead), submit and review related reporting from Directors, Senior Managers and clients.
* Setup the allocation and the budget sheet of all project team members, case Managers and ADL responsible.
* Receive, register and incorporate design documents from engineering disciplines and log into document control system.
* Distribute in hard copy or electronically - engineering documentation.
* Receive, log-in, copy and distribute third party documentation and correspondence.
* Generate and issue document transmittals from respected discipline with each set of documents.
* Track document responses and comments, where required.
* Generate exception and document status reports using established systems.
* Prepare and provide document status reports to various users.
* Implementing / establishing Electronic documents transfer processes between venders and client.
* Updating the client system and maintaining the synchronization of our systems with client system in order to keep the information updated and uniform.
Day-to-day management of the President’s diary and meeting schedule and liaison with the Chair’s diary
Perform confidential correspondence and private calls for the President.
Communicates directly, and on behalf of the President, with Board members, donors, Foundation staff…etc
Support project activities and assist preparation of project reports and proposals.
Handle incoming and outgoing company expenses and petty cash.
Booking travel and hotel, transportation arrangements.
Substitute the Manager during absents or travel.
Communicate and correspondence with client (local and overseas).
Perform general clerical duties including faxing, mailing and filing (analog and digital).
Scheduling and organizing board meetings and events.
Handle all draft preparation, private bank accounts, credit cards and office supplies.
Providing direct support for the Senior Management team as required, particularly in meeting business planning targets.